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Basics of Communication

Basics of Communication. Some General Concepts. Functions of Communication. Communication The transference and understanding of meaning Communication Functions Control member behavior Foster motivation for what is to be done Provide a release for emotional expression

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Basics of Communication

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  1. Basics of Communication Some General Concepts

  2. Functions of Communication • Communication • The transference and understanding of meaning • Communication Functions • Control member behavior • Foster motivation for what is to be done • Provide a release for emotional expression • Provide information needed to make decisions

  3. The Communication Process • Communication Process • The steps between a source and a receiver that result in the transference and understanding of meaning

  4. Key Parts of Communication Process • The Sender – initiates message • Encoding – translating thought to message • The Message – what is communicated • The Channel – the medium the message travels through • Decoding – the receiver’s action in making sense of the message • The Receiver – person who gets the message • Noise – things that interfere with the message • Feedback – a return message regarding the initial communication

  5. Communication Channels • Channel • The medium selected by the sender through which the message travels to the receiver • Types of Channels • Formal Channels • Are established by the organization and transmit messages that are related to the professional activities of members • Informal Channels • Used to transmit personal or social messages in the organization. These informal channels are spontaneous and emerge as a response to individual choices

  6. Direction of Communication UPWARD DOWNWARD LATERAL

  7. Interpersonal Communication • Oral Communication • Advantages: Speed and feedback • Disadvantage: Distortion of the message • Written Communication • Advantages: Tangible and verifiable • Disadvantages: Time-consuming and lacks feedback • Nonverbal Communication • Advantages: Supports other communications and provides observable expression of emotions and feelings • Disadvantage: Misperception of body language or gestures can influence receiver’s interpretation of message

  8. Nonverbal Communication • Body Movement • Unconscious motions that provide meaning • Shows extent of interest in another and relative perceived status differences • Intonations and Voice Emphasis • The way something is said can change meaning • Facial Expressions • Show emotion • Physical Distance between Sender and Receiver • Depends on cultural norms • Can express interest or status

  9. Media Richness Model Low channel richness High channel richness Source: Based on R.H. Lengel and D.L. Daft, “The Selection of Communication Media as an Executive Skill,” Academy of Management Executive, August 1988, pp. 225–32; and R.L. Daft and R.H. Lengel, “Organizational Information Requirements, Media Richness, and Structural Design,” Managerial Science, May 1996, pp. 554–72. Reproduced from R.L. Daft and R.A. Noe, Organizational Behavior (Fort Worth, TX: Harcourt, 2001), p. 311.

  10. Electronic Communications: E-mail • E-mail • Advantages: quickly written, sent, and stored; low cost for distribution • Disadvantages: • Messages are easily and commonly misinterpreted • Not appropriate for sending negative messages • Overused and overloading readers • Removes inhibitions and can cause emotional responses and flaming • Difficult to “get” emotional state understood – emoticons • Non-private: e-mail is often monitored and may be forwarded to anyone

  11. Electronic Comms: Instant/Text Messaging Forms of “real time” communication of short messages that often use portable communication devices. • Explosive growth in business use • Fast and inexpensive means of communication • Can be intrusive and distracting • Easily “hacked” with weak security • Can be seen as too informal • Instant Messaging • Immediate e-mail sent to receiver’s desktop or device • Text Messages • Short messages typically sent to cell phones or other handheld devices

  12. Knowledge Management • The process of organizing and distributing an organization’s collective wisdom so the right information gets to the right people at the right time • Important because: • Intellectual assets are as critical as physical assets. • When individuals leave, their knowledge and experience goes with them. • A KM system reduces redundancy and makes the organization more efficient. • Requires an organizational culture that values sharing of information

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